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Managing your Events

Learn everything about Events - their types, how to create them, how to send invites, and more - by reading this article.
S
Sabqat Ruba
25 Mar, 2021 - Updated 5 months ago

Introduction

Events are a type of activity. For example, a meeting with a customer, a promotional trade show, or a business seminar can be an event.

 

You can log events in Vtiger CRM, monitor their status, and create reminders for them. View your events by going to Main Menu > Essentials > Events

 

Here is a use case:

As a sales rep, you are holding a demo meeting for a customer. You can create an event record with Activity Type= Meeting and log all meeting details in the record.

 

Difference between Events and Tasks in Vtiger CRM

The difference between an event and a task is that an event is a blocked-off period of time on your calendar, whereas a task is just an item on a checklist with a specific due date.

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Feature Availability

Events

Important Fields in Events

 

Field name

Description

Subject

Mandatory field

Displays the name of the event

Assigned To

Mandatory field

Displays the name of the user who is the owner on the event

Start Date & Time

Mandatory field

Displays the date and time at which the event starts

Due Date & Time

Mandatory field

Displays the date and time at which the event ends

Status

Displays the status of the event

Activity Type

Displays the type of event

Events: Different Views

You can view all your events by going to Main Menu > Essentials > Events. You have the options of List View, Kanban View,  and Calendar View for viewing your events. By default, events are displayed in the List View.

 

Toggle between the List, Kanban,  and Calendar Views

You can toggle between the List, Kanban, and Calendar Views by using the icons located on the top right (beside the +Add Event button).

 
  • List View

The list view, as the name suggests, provides a list of all your events. The events can be sorted by date, name, etc. by clicking the column names. From the List View, you can mark an event as Held, merge events, edit events, etc. Furthermore, you can create your own list of events. 

To learn more about the List View, click here

 
  • Kanban View

The Kanban View displays events as separate cards in columns, sorted based on the event status. You can filter events, hide empty columns, and perform other actions. 

To learn more about the Kanban View, click here
 

  • Calendar View

You can get a clear view of your schedule for the day using the Calendar View. 

It displays events based on time. You can view events performed in the past or scheduled for the future by using the left and right arrows displayed on top.

 

Note: In the Calendar View, you can click on an event to view its owner, start time, end time, and status. Also, you can perform the following actions on an event on the Calendar View: 

  • Add a comment/sticky note on the event record
  • Open the event record in a new window
  • Mark the event as Held
  • Edit the time, assignee name, status, etc. 

Creating an Event

You can create an event in the following ways:

  • From Events’ List, Kanban, or Calendar Views
  • Using Quick Create
  • From another record in the CRM
 
  • From Events’ List, Kanban, or Calendar View

Follow these steps to create an event from the List, Kanban, or Calendar View: 

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Events.
  5. Go to the List, Kanban, or Calendar View.
  6. Click +Add Event.
  7. Fill out the necessary data fields.
  8. Click Save.
 

Note: You can mark an event as Held from the List and Calendar Views. Other screens where you can perform this action is from the Actions page and an event record’s Edid view. You cannot mark future events as Held.

 
  • Using Quick Create

With Quick Create, you can create an event quickly by filling only the necessary details. You can access this feature from any screen, which saves you a lot of time.

 

Follow these steps to create an event using Quick Create:

  1. Log in to your CRM account.
  2. Click the + icon located on the top right side of your screen.
  3. Click Show all to view all the modules you can create records using Quick Create.
  4. Select Events.
  5. Enter all the mandatory details.
  6. Click Save.
 

To learn more about Quick Create, click here.

 
  • From another record in the CRM

Follow these steps to create an event from a deal, contact, organization, or quote: 

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Deals, Contacts, Organizations, or Quotes.
  4. Select a record. 
  5. Click the Events tab on the right side.
  6. Click the ‘+’ button. 
  7. Fill out the necessary data fields.
  8. Click Save.
 

Tip: When an event is marked as ‘All Day’, its Start Date & Time and End Date & Time are set nine hours apart depending on your business hours. You cannot change the start date and end date of an All Day event.

  • If today is a holiday: The start time and end time are set to 09:00 AM and 06:00 PM
  • If today is not a holiday: The start time and end time are set according to business hours
  • If an All Day event is created after your business hours, then its Start Date & Time and End Date & Time are set to the current date and according to the business hours.

To learn how to set up business hours in Vtiger CRM, click here.

Sending an Event Invite

You might want to have multiple invitees when Activity Type is Meeting or Group Event. 

Follow these steps to add invitees:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Click Events.
  5. Open an existing event or create an event.
  6. Click the Edit icon.
  7. Go to the Invitees block.
  8. Enter the names of invitees.
  9. Click Save.
  10. Choose one of these options:
    • Do not send Email - Do not send an email notification to the invitees. 
    • Send Email - Send email notification to the invitees.

Creating Events with Google Meet

Google Meet is a video communication app by Google. Vtiger’s integration with Google Meet allows you to create Google Meet events in Vtiger and generate meeting links with a few clicks.

 

To do this, you must first install the Conference extension from Vtiger’s Extension Store. 

 

Follow these steps to install the extension:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the screen.
  3. Click Settings.
  4. Look for the Extensions section.
  5. Click Extension Store.
  6. Select Conference and click the Install button.
 

After you do this, you will find Google Meet as an Activity Type in the Events module.

 

Follow these steps to create a Google Meet event type:

  1. Log in to your CRM account
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Events.
  5. Click + Add Event.
  6. Click the View full form button at the bottom.
  7. Enter all the event details such as Event Name, Start Date & Time, etc.
  8. Select Google Meet from the Activity Type picklist.
  9. Add participants in the Invitees section. You can add participants by:
    • Type and Search - Enter the first three letters of an invitee’s name to be displayed and click on the name to select.
    • Click on the Contact icon to display and select from the list of available contacts. 
  10. Click Save.
  11. Choose one of these options:
    • Do not send Email - Do not send an email notification to the invitees. 
    • Send Email - Send email notification to the invitees.
 

When you click Send Email, an email notification is sent to the contact. The email contains three options – Yes, No, Maybe. The contact must confirm their presence in the meeting using one of these options.

To learn more about Google Meet integration, click here.
 

Creating Recurring Events

Recurring events are events that keep occurring at a fixed frequency. 

For example, let’s say that you have a new project with a duration of two months. You have a project meeting every Monday for the next two months. Instead of creating a meeting event every Monday, you can simply create a recurring event. 

 

Follow these steps to create a recurring event:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Events.
  5. Open an existing event. You can also create a new one.
  6. Click the Edit icon on the top right.
  7. Go to the Recurrence Details block.
  8. Enable the Recurring event toggle button.
  9. Enter the following information:
    • Frequency - Choose whether you want to schedule the recurring event based on days, weeks, months, or years.
    • Repeat - Choose when the event must occur. For example, every 2 weeks.
    • On - Choose the days in which the event must occur.  
    • Number of recurrences - Choose the number of times the event must recur. 
    • Until - This is a read-only field. The date until which the event will recur is automatically shown here.
  10. Click Save.
 

When you mark an event as recurring and set up the recurrence details, you will see an event record created in the CRM until the end date. 

Creating Custom Events

The default event types available in Vtiger CRM are:

  • Call 
  • Meeting
  • Mobile Call
  • Onsite Meeting
  • Onsite Service
  • Group Event
 

You can create custom event types by configuring Picklist Field Values for Activity Type in the Events module.

 

Follow these steps to configure Picklist Field Values in Events:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the screen.
  3. Click Settings.
  4. Select Picklist Field Values under Configuration.
  5. Select Events from the Select Module drop-down.
  6. Select Activity Type from the Select Picklist in Events drop-down.
  7. Click Add Value to add new event types.
  8. Enter the event type in Item Name.
  9. Click Save.
 

The new event types will be added to the Activity Type picklist of events. 

Merging Events

When you have two or more duplicate events or events with similar information, you can merge them into one. While merging events, you must choose a single event name, due date, and other field values. You can pick field values from one of the records being merged.

 

Follow these steps to merge tasks:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Essentials.
  4. Select Events.
  5. Select two or more events in the List View.
  6. Click the Merge option in the toolbar.
  7. Choose the event name, start time, due date, etc., for the merged task.
  8. Click Merge.

Creating Events Through Workflows

Workflows help in automating your business process. When triggered, they can create records, update data fields, notify users, and send emails. You can automate the creation of events through workflows. 

 

What are the situations that would require creating an event automatically?

Here is an example:

As a sales rep, you can set up a workflow that would create an event ‘Demo Meeting with Contact’ when a deal is handed over to you by the marketing team.

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